Chapter 24 - Requests for Proposals and Competitive Negotiations

24.3 Pre-RFP activities

24.3.1 Putting together the procurement project team (PPT) and evaluation team (ET)

It is important to create PPTs and ETs of various stakeholders and perspectives. These individuals bring input and guidance for developing a sound RFP; participate in the proposal evaluations and/or subsequent negotiation strategy planning. Below is a table that offers the “key” recommended PPT and ET members and their roles during the RFP process. There may be a need to have other participants (e.g., technical, functional, contractual, legal, financial subject matter experts) involved in the evaluation who may not be included in the actual procurement project team and vice versa. Depending on the type and complexity of the project, the SPOC and business owner may choose not to include some procurement project team members in the evaluation process and/or negotiation. It is recommended, however, that these four corners of expertise be represented on the evaluation team: business area, technical area, legal area and financial area.

Key Procurement Project Team (PPT) and Evaluation Team

Business owner (agency/customer)

Responsible for the “why” justification for the project

Identifies the business or functional need(s) for products or services.

Documents background, scope and information related to the business need(s).

Identifies contact names and potential resources available for the project.

Identifies and documents overall objectives, significant events and time frames.

Obtains sourcing project commitment, sponsorship and funding.

Provides input and project accountability.

Assists team with developing the functional and technical requirements and evaluation scorecard.

Coordinates with VITA Enterprise Architecture, Data Standards, Security, Enterprise Cloud Oversight Services (ECOS), as applicable, and Project Management groups and their own information security officer (ISO) to include applicable IT standards and policies into the project/procurement’s mandatory requirements or facilitate any waiver or exception process.

Participates as part of the evaluation team.

Identifies negotiation objectives and participates in negotiations.

Collaborates with the assigned procurement lead to ensure compliance with the Virginia Public Procurement Act, with VITA procurement policies and guidelines and any VITA review processes.

Subject matter expert(s) (SMEs)

Responsible for the “what” aspect of the sourcing decision

Develops and documents the RFP’s technical requirements and specifications.

Assists sourcing staff in developing the evaluation criteria and determining the must haves or mandatory requirements. May participate in proposal evaluation and determining the short list of suppliers.

SMEs who are Commonwealth employees may participate in the evaluation and supplier selection. Non-Commonwealth employee SMEs may provide information to the ET, but cannot score unless they are on the ET input.

May assist business owner/customer in conducting evaluation-phase tests/pilot programs.

Coordinates equal access to PPT and ET and gate-keeps data and information needed by suppliers prior to proposal submission. All suppliers communicate all information associated with RFP and all questions associated with RFP through SPOC. Executive steering committee communicates all information through SPOC.

Develops the Procurement Project Plan assisted by the business owner and the SMEs.

Facilitates RFP development, assists with documenting requirements and evaluation criteria, and for agencies other than VITA, ensures completion of the SCM Minimum Requirements Matrix for Major and Delegated procurements.

Completes the RFP package and issues/posts RFP in eVA and a newspaper of general circulation.

The Supplier's responsibility to satisfactorily meet requirements of the Supplier Procurement and Subcontracting Plan, including Supplier’s variance from planned spend in the Supplier Procurement and Subcontracting Plan, Supplier's inability or refusal to certify compliance with the Plan, or failure to report monthly spend information to through the Supplier Reporting System (SRS), during performance of the Contract.

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